CONSTITUTION OF THE USP MANAGEMENT AND PUBLIC ADMINISTRATION STUDENT

ASSOCIATION

Revised Ed.2013

MANAGEMENT & PUBLIC ADMINISTRATION STUDENT ASSOCIATION ACT

CONTENTS

PREAMBLE

PART 1-PRELIMINARY

PART 2 CONSTITUTION AND ORGANIZATION

Chapter 1 Short Title

Chapter 2 Commencing Date

Chapter 3 Interpretation

Chapter 4 Establishment and Functions of the Association

Chapter 5 Affiliation and Trustees

Chapter 6 Membership

Chapter 7 Registered Office

Chapter 8 Office Bearers Composition of Office Bearers

Chapter 9 Signatories

Chapter 10 Resignation

Chapter 11 Standard codes of Leadership and Behavior

Chapter 12 Conflicts of Interest and Disqualification

Chapter 13 General Duties of Executives

Chapter 14 Office of the PresidentChapter 15 Office of the Vice President.

Chapter 16 Secretary General

Chapter 17 Treasurer

Chapter 18 Roles of the Executive Committee

Chapter 19 Executive Committee Meetings

Chapter 20 Elections

Chapter 21 By-Election

Chapter 22 Annual General Meeting

Chapter 23 Special General Meeting

Chapter 24 Disciplinary Power

Chapter 25 Compliance with the USPSA Constitution and By-Laws

Chapter 26Amendment of the Constitution

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CONSTITUTION OF THE USP MANAGEMENT AND PUBLIC ADMINISTRATION STUDENT ASSOCIATION

PREAMBLE

10th October 2013We, THE MANAGEMENT STUDENT OF THE SOUTH PACIFIC, LAUCALA CAMPUS;

SEEKING the blessing of God who has always and guided us

ACKNOWLEDGE the founding members of the Association

AFFIRMING the contribution of all members of all commitment to ethics and moral intentions

TAKING PRIDE in our common interest and commitment to ethics and moral intentions

REAFFIRMING our commitment to the CONSTITUTION OF THE USPSA and its BY-LAWS and our respect to the Office Bearers of the USPSA

WITH GOD AS OUR WITNESS, WE GIVE OURSELVES THIS CONSTITUTION.

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CONSTITUTION OF USP (LAUCALA) MANAGEMENT & PUBLIC ADMINISTRATION STUDENT ASSOCIATION

Revised Ed.2013

MANAGEMENT & PUBLIC ADMINISTRATION STUDENT ASSOCIATION ACT

AN ACT TO PROVIDE FOR THE ESTABLISHMENT, MAINTENANCE AND REGULATION OF MANAGEMENT & PUBLIC ADMINISTRATION STUDENT ASSOCIATION.

PART I-PRELIMINARY

Short Title

1. This Act may be cited as the Management & Public Administration Student Association Act.

Commencing Date

2. This Act shall come into effect on the day it is passed as a resolution of a general meeting of the Association

Interpretation

3. In this Act, unless the context otherwise requires-

''ASSOCIATION’’ means the USP Management Student Association established by this Constitution.

''MPASA Acts'' means an act to provide for the establishment, maintenance and regulation of USP Management & Public Administration and for purposes incidental thereto

‘’CHAIRPERSON’’ means the person specifically elected by the Association at the first round of elections, who is charged with ensuring that a particular Committee carries out its functions smoothly and fairly.

“ELECTION’’ means the process of electing Executives, chairpersons, and other representatives for any vacant positions of the association I accordance with this constitution.

''Executive'' means the office bearer of the association appointed under this Act;

''Active 'Members'' means a person falling qualifying under (refer to requirements of membership)

''USPSA'' means the main student association at the university in which the association is affiliated to under this act.

“PRESIDENT” means the duly elected President of the Association

“QUOROM” refers to the number of members of the association required to be present for any meeting to be officially convened pursuant to this Constitution. The minimum number required for the forming of a quorum is 7 Executives.

“SECRETARY GENERAL” means a meeting of the association called for a specific purpose at any time under the provision of (Chapter on GM) of this Constitution.

“PATRON” refers to an ex-officio member appointed by the Executive Committee. The Patron shall be the President’s nominee.

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PART 2 CONSTITUTIONS AND ORGANIZATION

Establishment and function of the Association

4-(1) By virtue of charter granted, there shall be established in the University of the South Pacific (Laucala) an association to be known as the Management and Public Administration Student Association (MPASA)

(2) The Association shall be charge with the planning, and organization process of educational events and activities for growth and development of the Association and its members.

(3) The Association shall be under the management of the President and the Executive members, through the advice of the Public Relations Officer and Office bearers of the Faculty of Business and Economic for the proper expenditure of all activities and operation thereof.

(4) The Association shall have the following objectives:

a) Respect and carry out the functions of the MPASA.b) Promote the interest of MPASA.c) Obey the Constitution of the USPSA; and the MPASA.d) Organize, promote and implement activities and projects.e) Undertake the organization of sporting, social, cultural, recreational, religious and

educational activities.f) Raise funds generally for the purpose of furthering its purpose.g) Articulating and implementing policies, or statement of academic, social or other

issues of concern to its members.h) Investing its money and funds into the benefits of its members.i) Research and administer the grievances and make an effort to help the members.

Affiliation and Trustees

5-(1) The USP MPASA Student Association shall affiliate to the University of the South Pacific Student Association.

(2) The Association may affiliate with any other bodies if approved by the USPSA.

(3) The Association shall fully comply with all the regulations and by-laws of the USPSA.

(4) The Association shall be accountable to the USPSA and shall report to it.

(5) The Association shall submit its list of Executives to the USPSA and include minutes of all General Meeting and Financial Report.

(6) The USPSA has the authority to audit the Accounts of the Association.

(7)The USPSA and its Trustees shall be the sole trustees of the Association.

Membership

6-(1) The membership of this Association shall consists of enrolled USP Management students or at-least one management unit to

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(2) The Association and its members shall not discriminate against any individuals for reasons of race, national origin, color, religion, gender, age, sexual orientation and/ or ability status.

Registered Office

7-(1) The Official office of the Association shall be located at the Faculty of Business and Economics, Laucala Campus.

Office Bearers Composition of Office Bearers

8-(1) There shall be the following office bearers of the Association who shall be also the Executives of the Association:

a. President

b. 2 Vice President

c. Secretary

d. Treasurer

f. Sports & Recreation chairperson

g. Cultural, Religious and Social chairperson

h. 6 committee members consisting of 2 member representatives from 100,200 and 300 level respectively.

(2) Nominations of officers shall be made from the floor at the annual meeting or a

Slate presented from a nominating committee would also be acceptable.

(3) The Association may also allow the appointment of special office bearers when the need arises.

(4) The Association shall also have 1 Patron and 1 Public Relation Officers.

Signatories

9-(1)The President, Secretary and the Treasurer shall to the exclusion of any other person be authorized Signatories of the Association’s bank account whosoever kept and shall be eligible to sign cheques on its behalf;

(2) Any cheque written by the Association must bear the signatures of the President, Secretary and the Treasurer.

(3) In the Absence of the Treasurer due to suspension or resignation, the President, shall jointly sign with the patron and the Secretary till the Treasurer comes into office.

Resignation

10-(1) An Executive ceases to hold his/her office and shall be declared vacant upon the occurrence of any of the following events:

a. Deathb. Suspension or removal

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c. Resignationd. In the event that he ceases to become a student of the USPe. Suspended by the USPSA.

(2) Any Executive of the Association may resign at any time by giving notice in writing to the Secretary General who shall notify the President and other Executives in the following Executive meeting. The resignation becomes effective after acceptance by the Executive in the Executive meeting.

(3) No Executive member shall hold the same office for more than one term consecutively. However, he/she may hold the same office after the lapse of one term or on request of re-instate.

Standard codes of Leadership and Behavior

11-(1) The Executives shall:

a. Be committed to the interest of the Association at all times.b. Take decisions solely in terms of interest of the Association.c. Not place themselves under financial or other obligations that may jeopardize the

proper performance of their duties.d. Duty not to mislead the Associatione. Take and Administer the Associations resources in an efficient and effective manner.f. Be attentive, fair and impartial in the performance of their functions.g. Adherence to and respect the decisions of the USPSA and the MPASA.h. Main good moral decision and good governance in the Association.i. Be presentable and display good behavior at all times.

Conflicts of Interest and Disqualification

12-(1) Executives shall:

a. Disqualify themselves from decision making when a conflict of interest arises.b. Shall not resort their tenure or office for the advancement of their own interest.c. Not use Association property, services, or information, acquired or available in the

course of their term in office for activities unrelated to those duties.d. Not hold any interest in any contract or financial arrangement to which the

Association is a party

General Duties of Executives

13-(1) Executives shall not behave in a way that:

a. Diminishes their official integrity.b. Demeans their Office or the Association.c. Diminishes respect for and confidence in the integrity and reputation of the

Association.d. Display incompetence of the Executive.e. Leads to doubt as to whether they are complying with their duties.

(2) Any such behavior shall be dealt with subject to the provision of chapter 21

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Office of the President14-(1) There shall be an Executive head of the Association who shall be the President.(2) The President shall symbolize the unity of the Association and shall have the following functions:

a. Chair all meeting of the council including General Meeting and the Annual General Meeting.

b. Chair any committee meeting in the absence or unavailability of its substantive chairman.

c. In the event of the President’s absence, the Executive shall appoint one of the two vice president as acting.

d. The President shall be responsible for all overall administration and functions of the Association.

Office of the Vice President.15-(1) There shall be 2 Vice Presidents of the Association.(2) The Vice President shall be responsible for the overall administration and functions of the Association whenever the President is unavailable or absent.(3) The president shall have the following functions:

a. Assist the President in policy making.b. Responsibility to outline calendar of eventsc. Responsibilities for all matters to the use, maintenance and management of the

Association’s Assets and Facilities.(4) Delegation of other duties shall be assigned to the 2 Vice President from time to time by the President or from the executive meeting.(5) In the event of the President being absence from office, or in the event that he/she may unable to discharge his/her duties, by reason of illness or other contingency, One Vice President shall be entitled to act in conferred upon the President under this Constitution for the period no-longer than seven days, after which the second Vice President shall be handed over the Presidential role.

Secretary General

16-(1) There shall be a Secretary of the Association who shall be accountable for the proper management of office documentation and Administrative resources.

(2) The Secretary General is charged with the day-to-day administration of the Association and shall have the following functions and responsibilities:

a. Preparation, recording, maintenance of all meetings of all meeting minutes keeping of all the Association's official meeting.

b. Maintenance of a systematic and accurate record of all files pertaining to the Association.

c. Preparation and following up of all correspondence of the Association.

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d. Ensure that reports are prepared and submitted by the respective officers, chairpersons, committees and standing committees and to the relevant stakeholders.

e. Liaise between the Association and the USPSA, the University and any other institution in any matter of importance to the students.

f. Carry out any other duties as may be assigned to him/her from time to time by the Association or the President.

g. Distribute copies of the Association's Constitution, and Financial reports to its members upon request.

h. To conduct pre-election duties and to act in a fair and appropriate manner.

i. Be responsible for the implementation of Association programmes and projects.

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Treasurer

17-(1) There shall be a Treasurer responsible for the safekeeping, and financial affairs of all Association funds.

(2) The Treasurer shall be responsible for:

a. Maintaining accurate and proper books of accounts of the Association according to the accepted standards of accounting principles, and practice standards.

b. Advising the Association on the financial implications of any initiative put forward by the University Administration.

c. Making recommendation on the appropriate response of the Association with regard to such initiatives referred to as aforesaid.

d. Issuing receipts for all money received.

e. Making reimbursements from the funds of the Association against proper accounts or vouchers for such matters as are approved by council.

f. Present financial reports to the Executives in the Executive meetings.

g. Carrying out such duties that are necessary and incidental to the proper discharge of his duties.

h. Carrying our such other duties as may be assigned to him/her by the president or the Executive Committee.

i. The Treasurer shall be the compulsory person to sign the cheque.

(3) A person who has accounting background, either university level or secondary level qualifies for this position.

Roles of the Executive Committee

18-(1) The Executive Committee shall have the power to make decisions and deal with issues pertaining to the development of the Association in between Committee meetings.

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(2) The Executive Committee shall be proactively assisting the President in the planning, and organization process of educational events and activities pertaining to the growth and development of the Association and its members.

(3) The Executive Committee shall be from time conduct and organize fund raising activities pertaining to the financing of the Association operations.

(4) The Executive Committee shall be from time to time see that every activities are conducted in such a manner consistent with the Constitution of the Association.

Executive Committee Meetings

19-(1) The Committee shall convene at least once a month to discuss issues and needs that warrant the attention of the Committee.

(2)Meeting can carry on with 50% members present and with any two executives office bearers present.

(3)Special Meeting may be called by the President from time to time should they need to, in order to discuss important issues relative to the Association’s interest.

(4)The Committee members shall attend all monthly meetings of the association and if such a member is absent from 3 consecutive executive meetings without proper reasons or apologies will result in her membership of the committee being deemed null and void.

(5)In the event a Committee member no longer becomes a member, the Secretary shall inform the Executive Committee in their next monthly convened meeting where a replacement to be appointed. The replacement must come from the same school as the outgoing member in order to maintain the balance in the committee representations

(6)The Committee shall have the power to deliberate and determine issues brought to the committees attention.

(7)The Committee Representatives is mandated to relay the decisions of the Committee meetings to their respective year group.

Elections

20-(1) There shall be a General Election held annually, in a General Meeting, for the primary objective of electing of new members of the Association to take role of the Association Office.

(2) The General Election shall be held on any day of the fifth (5) week of the USP Calendar in the second semester.

(3) The Secretary General shall advertise the opening of the nominations for all position within the third (3) week and state the date of Elections. The nomination shall remain open for seven days.

(4) Schedule AA should be filled out and submitted to the Secretary General before midday of the seventh day.

(5) No other method of nomination shall be accepted to nominate a candidate with the exception on the basis of Paragraph 7 below.

(6) A General Listing of all contesting candidates should be advertised by the Secretary General following the closing of the nominations.

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(7) If a post is not been contested by any individual, then it should be advertised by the General Secretary. If no nominations are filled by two days, then the nomination for that position will be accepted on the day of General Election and the normal process of Electing shall continue.

(8) Ballot papers may be distributed to the quorum at the General Meeting or any other means possible may be used for electing the Executive.

(9) The President shall chair the meeting till the point of Elections, and then a moderator or retaining officer preferably from the USPSA shall conduct the elections in a fair and just manner.

(10) Where there is a tie in the numbers of votes, the candidates should be allowed to discuss with each other, and if no one decides to withdraw then a toss of a coin will be used to decide the winner.

(11) The Official result of the Election shall be published within three days of the General Elections.

(12) Election shall take place in a professional and calm manner.

(13) The successful candidate shall take Oath; schedule BB, in the same meeting. The moderator/retaining officer shall administer the Oath.

(14) It is the responsibility of the Secretary General to fill in the Handing over from, schedule CC, in which all the property of the Association shall be transferred to the next Secretary General. The form must be signed by the outgoing Secretary General, the succeeding Secretary General and the succeeding President, or his/her absence, one of the two Vice President.

By-Election

21-(1) When a vacancy occurs in any position on the council howsoever occasioned, one of the following procedures shall be followed depending on the timing of such vacancy:

a. A by-election to fill the vacancy shall take place within two weeks from date of which a vacancy occurs.

b. One of the Vice President may be appointed to carry out the duties of that position till a new member is re-elected in a By-election

c. The President may appoint a member whom he/she deems is fit with competence with such portfolio and based on merit to fill the vacancy.

d .Reinstatement of previous office bearers maybe consider under circumstances that no nomination are being made to challenge the position.

Annual General Meeting

22-(1) The Annual General Meeting shall be the highest authority and policy making body for the Association

(2) The Annual General Meeting of the Association shall be held in the fifth (5) week of second semester of the USP calendar.

(3) The Secretary General shall issue a Notice of Annual General Meeting including the Agenda giving Seven clear days before the Meeting.

(4) The quorum for the Annual General Meeting shall be twenty-five (25) members.

(5) At the Meeting, the President shall chair the meeting.

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(6) In the event that the President and the Vice President are absent, the General Secretary shall may appoint an interim chairperson from amongst the members to chair the Annual General Meeting.

(7)The President shall personally deliver an annual report of the activities of the Association at the Annual General Meeting.

(8) The Treasurer shall personally deliver a financial report of the financial activities of the Association.

(9) The Annual General Meeting may formulate, amend or revise any by-laws, standing orders and policies of the Association.

Special General Meeting

23-(1) The Secretary General shall convene a special general meeting at any time on any of the following grounds:

a. On the instruction of the President

b. If the Executive Committee so decides

c. On the written request of at least Twenty (20) members of the Association

(2) The Special General Meeting referred to section 1 above shall be called with seven days of the receipt of the request or the instruction of the President.

(3) At least three days notice shall be given of any General Meeting and such notice shall include an agenda of the items to be discussed.

(4) No discussion shall take place on any time other than what is listed on the Agenda.

(5) The quorum for the Special General Meeting shall be twenty-five (25) members.

(6) The President shall preside at the Special General Meeting as its Chairperson ( unless a motion of no-confidence on the president is to be discussed in which case, section 8 below shall apply) and in his absence one of the two Vice President shall act as Chairperson.

(7) In the event that the President and the two Vice President are absent or disqualified under the section 8 and 9 below from chairing, the Special Meeting may appoint an Interim Chairperson to conduct the meeting.

(8) In the Event that the object of the Special General Meeting is to move a vote of No-Confidence in the incumbent President. for reason of impartiality, the incumbent President shall not chair such a meeting but disqualify himself or herself in compliance with Chapter 12 section-a of this Constitution.

(9) In the Event that the object of the Special General Meeting is to move a vote of No-Confidence in the incumbent Executive of the Association, for reason of impartiality, the incumbent Executive shall disqualify themselves from chairing such a meeting pursuant to Chapter 12 section-a of this Constitution.

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Disciplinary Power

24-(1) The Association shall refer to the USPSA all disciplinary matters, with full reports and any available evidence.

(2) The USPSA will have the discretion to handle the matter from there on.

Compliance with the USPSA Constitution and By-Laws

25-(1) The Association shall fully comply with all regulations and by-laws of the USPSA,

(2) It accepts the USPSA as its parent and governing body of highest authority.

(3) The Association shall be accountable to the USPSA and shall report to it.

(4) The Association shall submit its list of Executives to the USPSA and include minutes of all General Meeting and Financial Reports.

(5) The USPSA has the authority to audit the Accounts of the Association.

Amendment of the Constitution

26-(1) The Constitution may be amended at a General Meeting of the Association called for the purpose, or at Special General Meeting.

(2) Proposed amendments with signatures of the person proposing and the seconder must be advertised to all members at least one week before the date of the Meeting.

(3) Amendment shall be made if approved by more than two-thirds majority of the members present at the meeting.

(4) Any Amendment must be submitted to the USPSA for approval.

(5) Amendment becomes effective from the date the USPSA approves it.

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Schedule AA

USP MANAGEMENT & PUBLIC ADMINISTRATION STUDENT ASSOCIATION.

NOMINATION FOR GENERAL ELECTION

NAME OF PERSON NOMINATED:___________________________________.

STUDEN I.D:_________________________.

CURRENT COURSE ENROLLED:__________________________________

NOMINATION FOR THE POSITION OF:____________________________.

I, the undersigned ____________________________ Accept to be nominated for the position of _____________________________, for the General Election of the USP Management & Public Administration Student Association.

Signature of Nominee:_______________ Date:____________

WE SUPPORT THE NOMINATION OF THE ABOVE CANDIDATE

Name Student I.D Signature

1

2

3

4

5

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Schedule BB

OATH OF OFFICE

I ________________________________, DO SWEAR THAT I WILL WELL AND TRULLY SERVE THE USP MANAGEMENT & PUBLIC ADMINISTRATION ASSOCIATION, IN THE OFFICE OF ______________________. I WILL ALL THINGS UPHOLD THE CONSTITUTION; AND I WILL DO RIGHT TO ALL MANNER OF PEOPLE IN ACCORDANCE WITH THE LAWS AND BY-LAWS WITHOUT FEAR OR FAVOUR, EFFECTION OR WILL. SO HELP ME GOD!

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Schedule CC

HANDING OVER FORM

I,(Name of outgoing Secretary General), HEREBY HAND OVER TO (Name of succeeding Secretary General) THE FOLLOWING PROPERY OF THE USP MANAGEMENT & PUBLIC ADMINISTRATION STUDENT ASSOCIATION.

Item Condition Remarks

1

2

3

4

5

6

I (Name of succeeding Secretary General) HEREBY CERTIFY THE RECEIPT OF THE ABOVE PROPERTY OF THE MPASA IN THE ABOVE STATED AND AGREED CONDITIONS AS TO ITS STATE IN THE PRESENCE OF THE SUCCEEDING PRESIDENT/VICE PRESIDENT AS A WITNESS.

Succeeding Secretary General Outgoing Secretary General Witness

Name:__________________ Name:_______________ Name:________________

Date:___________________ Date:________________ Date:_________________

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Amendment of Constitution

These Constitution were adopted, subject to the review and amendment by a Constitutional Reviewing Committee appointed by the President of the Management & Public Administration Student Association on this_________ day of the month of____________,20_____________ at a regular meeting with the constitutional Reviewing committee.

_________________________President

The Reviewing Committee consist of:Matereti Driti (s110Ritesh Prasad(s11077681)Nemani Radrodro (s11076622)

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